Program Assistant D, Hd&sbt

**Pclass #**
- S9886

**Who We Are**
- We acknowledge that Vancouver Community College (VCC) is located on the traditional unceded territories of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) peoples who have been stewards of this land from time immemorial.

For over 60 years, VCC has been a leader in innovative, experiential post-secondary learning. We’re one of B.C’s top employers and we are proud to inspire students to discover their passions, gain essential skills, and learn what it takes to succeed in a competitive workforce.

At VCC, we respect and celebrate our differences, and are committed to the work of decolonization, accessibility, and inclusivity for all. Be a part of creating an inclusive community that provides equitable opportunities for Indigenous and diverse representation, participation, and success for everyone.

**Position Summary**
- This position is responsible for assisting Department Heads with a variety of administrative support, customer service and purchasing activities, contributing to the smooth running of the departments.

**Duties & Responsibilities**
- Receives and responds to a high volume of student inquiries pertaining to course/program information and registration procedures. Responds to questions from areas of the college’s support services as well as external agencies, regarding departmental business.
- Prepares a wide variety of materials such as course schedules, timetables, class lists, honor roll certificates, promotional material for new courses, advertising materials, forms, reports, learning materials, and routine correspondence. Prepares and maintains a wide variety of records and reports including absence reports and substitute time sheets.
- Assists instructors and front desk faculty and staff in emergency situations, shows videos, supervises tests, contacts substitute teachers, provides keys to offices and/or classrooms and locates books and materials, etc.
- Records, produces and distributes minutes of department meetings.
- Assists in program marketing efforts including helping create content for social media, posting on social media sites, making arrangements for the distribution of brochures and posters, posting information sessions on VCC website, and preparing for information sessions.
- Coordinates production of timetable for academic and Lab classes, customer service days, registration booklet, and inputs data into spreadsheets.
- Prepares contract requests for terms and maintains records of term workload.
- Provides assistance with preparing and tracking paperwork for payroll, attendance and absence reporting.
- Keeps accurate accounts of class enrolments during registration periods, and updates and maintains enrolment records through term.
- Maintains data systems (Learning Management Systems (LMS)) and Point of Sale (POS) data, records, logs, etc., ensuring information is complete, up-to-date, and information is stored accurately.
- Coordinates distribution of advertising materials, internally and externally. Prepares and packs promotional materials for special events.
- Participates in public relations and recruitment activities for the department and organizes department tours.
- Prepares and maintains bulletin board displays in hallway and classrooms.
- Stores and disposes record materials as per FIPA regulation.
- Monitors, orders and maintains an inventory of office stationary and program supplies, and student kits and lockers.
- Coordinates field trip requisitions and cash deposits. Processes P-card transactions, cheque requisitions, and tracks and reconciles petty cash and other operations costs as required.
- Maintains department website.
- Performs a variety of general office duties such as distributing department mail, booking rooms, responding to equipment maintenance and facility service requests, and coordinating laundry ordering, pick up and drop off.
- Provides coverage for front desk including booking and confirming appointments, processing payments, and answering a multi-line telephone.
- Assists with inventory ordering, shipping, receiving and control: monitors, orders and maintains inventory of supplies; prepares purchase orders and requisitions; receives shipments and unpacks goods; checks products received against purchase orders and invoices, ensuring accurate pricing; codes invoices for payment of purchases; completes inventory counts, and provides inventory reports.
- Performs other related duties as required.

**Qualifications**

**Education and Experience**
- Grade 12 supplemented by computer courses plus additional specialized training of over 1 year in Business Administration, and 2 years’ related experience, including customer service experience, or an equivalent combination of training and/or experience may be substituted for the required qualifications.

**Skills and Abilities**
- Proven interpersonal skills with the ability to work both independently and collaboratively as a m